While these events are known for their excitement and impact, they also come with inherent risks. From crowd-control issues to unexpected emergencies, ensuring the safety of your guests, staff, and volunteers should always be a top priority.

If you’re in charge of planning your nonprofit’s next fundraiser, know that success goes beyond selecting the right venue and compelling activities. Careful preparation, proactive risk management, and thoughtful safety measures will create a memorable and secure event.

Let’s explore four strategies for hosting a safe, successful fundraiser.

1. Incorporate virtual attendance options

Technology has transformed the way nonprofits engage with supporters, making it easy to incorporate virtual elements into fundraising events. Whether for convenience, accessibility, or risk management, virtual components can enhance your event and expand your reach. For instance, those who are busy or live in other areas won’t have to worry about travel time or costs.

To incorporate virtual elements into your nonprofit fundraisers, you have two main options:

• Fully virtual events that take place exclusively online. For example, let’s say you’re hosting a fundraising auction for your nonprofit Supplies4Students, which provides underprivileged families with school supplies. You can hold the entire event using an online auction platform, allowing participants to bid from anywhere.
• Hybrid events that blend in-person and virtual participation. Sticking to the auction example, you can host a live, in-person gathering and have an online and mobile bidding platform so that supporters can participate however they want and be notified whenever they’re outbid. You might also livestream the in-person event with chat functionality to emulate the in-person experience for remote attendees.

Both virtual and hybrid fundraisers depend on innovative technology solutions. Thanks to the wide availability of affordable nonprofit technology, smaller and growing organizations can equip their teams with the right tools to power engaging virtual and hybrid events.

2. Safeguard against cybersecurity threats

Regardless of whether your fundraising event is online or in person, your nonprofit likely uses technology to streamline planning. Think about different processes associated with your events. You might sell tickets online, collect digital activity waivers, or store attendee information in a donor database.

Cybercriminals often target nonprofits due to the sensitive donor information they handle, making cybersecurity crucial to event management. To protect your event, do the following:

• Use secure payment platforms that encrypt donor information, particularly payment information.
• Require multi-factor authentication for staff and volunteers accessing your event technology.
• Train your team on cybersecurity best practices so they can recognize phishing scams, avoid suspicious links, and safely handle donor data.
• Keep event software updated and enable fraud detection features.

If possible, work with IT professionals to assess vulnerabilities in your website, payment processing systems, and event tools. In turn, you’ll have a strong cybersecurity protocol that builds donor trust and keeps your event running smoothly.

3. Plan and communicate event safety logistics

Careful planning ensures a smooth experience for guests attending in person. From venue selection to crowd management, consider these key logistics when prioritizing event safety:

• Choose a venue that suits your event size. Overcrowding can lead to discomfort and logistical challenges.
• Organize efficient check-in and registration processes. Digital check-in methods, such as QR codes or pre-event registration, can streamline entry and minimize wait times.
• Plan for crowd flow and accessibility. Ensure exits are accessible, pathways are clear, and accessibility accommodations are available.
• Have an emergency response plan. Create on-site medical stations, establish security checkpoints, and assign staff roles in case of an emergency.
• Provide clear event guidelines. Proactively communicating your schedule and safety procedures ensures a smoother experience for everyone. In your event marketing plan, lay out how you’ll promote guidelines, such as with your event website, social media, and email reminders.

For example, you might host your Supplies4Students charity auction at a spacious indoor venue with multiple entry points. You could use an online registration system to check guests in quickly, ensuring a stress-free arrival process. Then, volunteers could manage traffic flow. Communicating these logistics to guests in advance will help create a safer, more organized experience.

4. Require attendees to sign liability waivers

Regardless of the extra precautions you take to keep everyone safe, there’s no removing liability altogether. That’s where release of liability waivers come in.

Smartwaiver’s guide to creating waivers explains that release of liability waivers inform individuals of the risks involved with whatever service or activity they’ll participate in. They’re legally binding contracts that protect your organization. By signing the agreement, two critical things happen:

• The signer explicitly acknowledges that they understand the risk(s) involved in the event or activity.
• The signer explicitly releases your organization from any potential liabilities and losses, such as injuries or damages.

To streamline the process, consider using online waiver software, which allows attendees to sign forms electronically. Fundly’s online waiver software guide explains that the E-Sign Act affirms that digital signatures are just as legitimate as those on paper, given that they meet certain qualifications. Plus, software reduces paperwork and makes it easy to track signed agreements.

Let’s say a guest at your Supplies4Students charity auction later claims an injury occurred at the event. You can quickly reference their signed liability waiver, ensuring your organization is legally protected and that your fundraising dollars go toward your mission rather than a costly legal battle.

To create your waivers, start by selecting waiver software that offers custom questions, auto photo capture, and signature and initial boxes. Your tool should ensure waivers are stored securely and easily accessible, so you can protect your organization and offer a seamless experience for attendees.

Planning a fundraising event involves many moving parts, and safety should be prioritized at every stage. A well-organized, secure event not only protects your guests and team but also fosters trust in your organization, helping to turn attendees into lifelong supporters of your mission.